FY19_CM_Q&As.docx

1. Is this a new requirement or is there an incumbent contractor in place?

Is there an incumbent contractor and contract number for this opportunity?

Can you please provide the incumbent contract number?

What is the current contract number and name of incumbent contractor?

A: TMI Consulting, LLC, W912J2-18-C-0001

2. If there is an incumbent can you please provide their name and the previous contract award number and amount.

A: TMI Consulting, LLC, W912J2-18-C-0001, $694,915.93

3. How many Case Managers and how many Medical Records Clerks are currently being used to provide the services.

What is the current number of nurse case managers and medical record technicians on existing contract?

A: Four (4) Case Managers & Five (5) Medical Record Technicians

4. How many Case Managers is the incumbent currently using on the current contract?

A: Four (4) Case Managers

5. How many Administration/Medical Records personnel are currently being utilized on the current contract?

A: Five (5) Administration/Medical Records personnel

6. Can the government provide the anticipated number of FTE’s and labor categories needed to provide the services

A: This a performance based service acquisition. Historically, incumbents utilized approximately Four (4) Case Managers & Five (5) Medical Records Technicians.

7. Have there been any historical challenges on the contract that we should be aware of (i.e. long term vacancies, multiple turnovers, challenges with on-time fills)?

A: If a new hire does not have a current background investigation, it takes months for them to obtain a Common Access Card (CAC) and be able to perform the tasks identified on the contract.

8. The PWS says services are needed between 0630 and 1700, what is the expected duty day since that is a 10.5 hour duty day?

A: The expected duty day is 8 hours; a contractor can dictate their 8 hour day that falls within the 0630 to 1700 window.

9. Can the government provide the estimated total hours of coverage expected during the POP?

A: We require full time 40 hour work weeks for all personnel

10. Is there is a specific labor category that the non-clinical case managers must be filled by?

A: They must be a Registered Nurse with a WI state license.

11. What SCA Labor Category should we use for the Case Managers and what SCA Labor Category should be used for the administrative support personnel?

A: This is a Performance Based Service Acquisition. Historically, incumbents used 12190 – Medical Record Technicians and 12312 - Registered Nurse II

12. Can you provide the original hire dates of the incumbent employees?

Medical Record Technician 1 – 30 July 2012 Medical Record Technician 2 – 5 Nov 2012 Medical Record Technician 3 – 7 Mar 2016 Medical Record Technician 4 – 7 Nov 2016 Medical Record Technician 5 – 19 Nov 2018 Registered Nurse II 1 – 5 Oct 2015 Registered Nurse II 2 – 20 Aug 2018 Registered Nurse II 3 – 17 Dec 2018 Registered Nurse II 4 – 18 Mar 2019

13. It seems that since 2016 onwards, these services have been procured through a HUBZone set aside goal. With this solicitation, it seems government is changing it to SDVOSB. We sincerely wish to request the intention of government for changing Small Business set aside goal/criterion this time as there are qualified HUBZone companies like us are available to continue with these services. In view of availability of qualified small business , will government consider changing the small business set aside goals to HUBZone small business.

A. This organization’s most recent Small Business Achievement Report indicates the area that we under our goal of total contracted dollars going to Service Disabled Veteran Owned Small Businesses. A search of SBA profiles for SDVOSB using the applicable NAICS 621399 indicates there are ample SDVOSB available. Our intentions of setting this procurement aside to SDVOSB is to achieve our goal and provide SDVOSB fair opportunity of Government contracts. The government will not change the set aside.

14. If the Proposal response size is bigger than 10MB, can we submit via SAFE?

A: No, please keep your proposal response smaller than 10MB.

15. Can we submit PPIS or CPARS?

A: It is not necessary to submit CPARS/PPIRS reports. The Contract Officer will check CPARS/PPIRS as part of the evaluation.

16. Is there is a specific labor category that the non-clinical case managers must be filled by. At other locations they require that the Case Managers be a social worker, RN, or LPN but at other locations there is no requirement on the candidate’s license or certification just experience performing the duties identified in the SOW. Could you please provide feedback to this as well.

A: Per the PWS, para 2.1.6 KEY PERSONNEL, Contractor shall provide a Lead Non-Clinical Case Manager with the following credentials: A Registered Nurse (RN) or higher (with current WI certification/credentials) with clinical experience and at least one year of supervisory or management experience in one of the following areas: non-clinical case management, hospital administration or human resources.

17. In paragraph 1.4.4. of the PWS, could you please clarify: “If no military personnel are present at performance location, contractors are not authorized to perform services”? Will someone be present on weekends and state holidays for contractors to perform work?

A: Military personnel will be at the performance location during State Holidays and on the weekends when the Soldier Readiness Processing (SRP) events referred to in para 1.4.4 of the PWS are being conducted. However, contractors shall not perform service on the recognized Federal Holidays referred to in para 1.4.3 of the PWS.

18. Can the Government please confirm if 52.222-17 Non-displacement of Qualified Workers applies to this solicitation?

A: Yes, FAR 52.222-17 Non-displacement of Qualified Workers does apply to this solicitation and is added to the synopsis/solicitation.

19. Can the Government please provide the qualifications for the Records Clerks performing this task?

A: See para 1.4.6 of the PWS for Special Qualifications. In addition to these, the personnel performing the Records Clerk tasks will be required to successfully perform all of the required tasks of the PWS.

20. Can the Government state how they want the volumes numbered? They are listed as roman numerals in under 1.6 (I, II, etc.) and arithmetic numbers under each volume requirement (e.g. 1, 2, etc.).

A: Either roman numerals or arithmetic numbers are acceptable.

21. Can the Government confirm that tables of contents and listing of figures are also excluded from page count along with the Cover Page?

A: Yes, the tables of contents and listing of figures are also excluded from the page count.

22. Can the Government confirm that no candidate letters of intent or resumes required?

A: That is correct, no candidate letters of intent or resumes required.

23. Government states Volume IV shall include one entire solicitation. Can the Government please specify what documents it wants returned for the entire solicitation because a large portion of the requirement is only on FBO and there is no solicitation documents?

A: Disregard the statement that the entire solicitation should be included. The statement is removed from the instruction to offerors. This is a combined synopsis/solicitation. There is no solicitation 1449 document included. Para 1.11 d and e of the Instructions to Offerors document are added to the Instructions to Offerors document to include the signature of person authorized to sign and acknowledgement of solicitation amendments on the cover page.

24. Item b. is asking for the Offeror GSA contract number. Can the Government validate if this only open to GSA Schedule holders or is it an open solicitation for all SDVOSBs within the size standard?

A: If a GSA contract number is available, include it. This is only if it applies. The solicitation is open to all SDVOSBs within the size standard, regardless of if they are GSA Schedule holders or not.

25. Government states it will accept Adobe PDF for all proposal volumes except the price model. Can the Government please specify what is in the price model (e.g. each CLIN monthly and total annual cost) and what format is it in (e.g. excel)?

A: Instructions to Offerors para 2.1 and 5.0 have been modified to instruct offerors to complete and attach the Price Breakdown Worksheet which is a document added to the FBO Synopsis/Solicitation posting.

26. Its states under the Phase-In/Phase-Out Plan proposal requirement that work begins on June 19th. Can the Government state what date the contract will be awarded so Offerors know how many days they have to plan for the transition and write up the Transition Plan? If there is no known award date will the Government provide the number of days Offerors can use for its Transition Planning within the proposal?

A: The Government intends to award the contract on approximately 5 June 2019. Use that date for planning purposes.

27. It states to provide signed solicitation documents in full, but there are no solicitation documents. Can the Government please provide the solicitation document, e.g. the SF1449?

A: No. This acquisition is using the procedures at 12.603 – Streamlined Solicitation for Commercial Items. In accordance with 12.603 (b), when using the combined synopsis/solicitation procedure, the SF 1449 is not used for issuing the solicitation. Para 6.1 of the Instructions to Offerors document has been removed.

28. Can the Government confirm it only wants the entire provision 52.212-3 provided with Representations and Certifications submitted with the proposal or are there other Reps and Certs to submit in full?

A: Per provision 52.212-3, Offeror Representations and Certifications -- Commercial Items, the Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (u)) of this provision.

29. Can the Government validate the evaluation is Best Value or LPTA?

A: Best Value, Technical factor is somewhat more important than Past Performance, when combined Technical and Past Performance are approximately equal to Price.

30. Are subcontractors required to provide a firm “3” references or “up to 3” references?

A: No more than 3.

31. Is Exhibit A: Performance Relevancy Questionnaire to include past performance of both the Prime and Subcontractors, or only the Prime contractor?

A: Either. However, if Subcontractor Information is provided, Exhibit B – Consent form must be included.

32. . As stated in Exhibit B: SUBCONTRACTOR INFORMATION AND CONSENT FORM, “The completed consent forms should be submitted to the offering contractor for submission with subcontract past performance volume” Is the above statement referring to Volume II: Past Performance?

A: Yes.

33. As referenced in the document “Instructions to Offerors”, Section 5.0. Volume 3: Cost/Price (Factor 3), “Insert the price/cost for line items 0001, 0002, 0003. Line items (CLINs) 0001, and 0002 must be priced to be considered. Please provide detailed descriptions for CLINs 0001, 0002, and 0003, as they appear to be missing from the solicitation.

A: This has been corrected. There are only CLIN 0001, AND CLIN 0002.

34. The description of the Medical Records support position in section 5.1.3.15 Ensure Medical Record technicians are provided with all relevant medical/dental documentation for scanning, indexing and filing after closing a case. Is different from the description in Technical Exhibit 1 After the final note in MedChart, Case Manager will provide Soldier’s packet to Medical Record Clerk to close the case within 7 days 95% of the time. Please provide the correct description for the Medical Records support position.

A: The correct description is “After the final note in MedChart, Case Manager will provide Soldier’s packet to Medical Record Clerk to close the case within 7 days”. Para 5.1.3.15 has been updated in the PWS to reflect the correct description.

35. In order to better understand the personnel requirements, please provide FAR 52.222-42 – Statement of Equivalent Rates for Federal Hires.

A:

52.222-42 -- Statement of Equivalent Rates for Federal Hires.

As prescribed in 22.1006(b), insert the following clause:

Statement of Equivalent Rates for Federal Hires (May 2014) In compliance with the Service Contract Labor Standards statute and the regulations of the Secretary of Labor (29 CFR part 4), this clause identifies the classes of service employees expected to be employed under the contract and states the wages and fringe benefits payable to each if they were employed by the contracting agency subject to the provisions of 5 U.S.C. 5341 or 5332.

This Statement is for Information Only:

It is not a Wage Determination

(End of Clause)

36. In reference to the Post Award Conference/Periodic Progress Meetings; can the contractor attend the conference/meeting telephonically?

A: Yes

37. Managers and medical record clerks will work?

A: This is a performance based service acquisition. Please see the Exhibit 3 in the PWS for estimated workload, and historical answers to questions above to determine the number of hours you deem appropriate.

38. Pertaining to the past performance questionnaire, more specifically Exhibit C. In attempting to complete the necessary fields within Exhibit C, RT2 and our teaming partner had great difficulty in providing the information within each field. In addition, the form possesses boxes to check, however, at this time we are and our partner are unable check the appropriate boxes providing the response.

One question is, will an edited questionnaire form be provided to vendors in order to complete all fields allowing enough space to provide as much detailed and relative information pertaining to the past performance being rated? If so, will the deadline of submission be extended from May 29, 2019, at 2:00 pm to a later date to allow offerors ample time to coordinate and ensure responses are provided on time?

A: A form for Exhibit C, Past Performance Questionnaire has been uploaded to the FBO posting for W912J2-19-R-0009. No, the deadline will not be extended. Proposals and Questionnaires for Past Performance are due on May 29, 2019, at 2:00 pm CST as was/is stated in the posting.